Procedure No: 1.07-01

HSE&S Documentation & Records - Click here to view the procedure
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CRUX OF THE PROCEDURE:

Purpose:
This procedure guides managers in maintaining HSE&S and legal obligation records.

Scope:
Applies to Lotte Chemical Pakistan Limited (LCPL), supporting HSE&S policies, standards, and compliance requirements.

Key Responsibilities:

  • Q&HSE Management Representative (MR): Ensures records align with ISO standards (45001, 14001, 9001).
  • Chief Executive: Ensures HSE&S records and responsibilities are maintained.
  • Department Heads: Maintain relevant records, ensure document control, and update legal compliance obligations.
  • General Manager HR & IT: Maintains staff records and training documentation.
  • Deputy IT Manager: Backs up electronic records, including critical plant documents.
  • HSE & Technical Training Manager: Keeps records of training, risk assessments, and accident reports for audits.
  • Chief Financial Officer: Ensures legal regulations are reviewed and updated periodically.
  • Manager Planning & Reliability: Keeps overhaul records for two years.

Document Control & Structure:

  • Hierarchy: Level 1 (Manuals), Level 2 (Procedures), Level 3 (Appendices).
  • Control Measures: Document versioning, retention periods, confidentiality, and traceability mechanisms.
  • Issuance: Official documents are controlled copies, stored in the LCPL HSE Database. Internal/external auditors receive “Uncontrolled Copies” with restricted use.

Training & Compliance:

  • Ensures training records are updated as per changes in equipment, systems, or legal updates.
  • Legal requirements are reviewed every three years, with yearly updates for awareness.

Conclusion:
This procedure ensures the systematic documentation, maintenance, and compliance of HSE&S records at LCPL, supporting legal and operational efficiency.

  Questions & Answers

Q1. What is the purpose of HSE&S documentation and record-keeping?

The purpose is to ensure that all Health, Safety, Environment & Security (HSE&S) documentation is properly maintained, controlled, and updated to comply with legal, regulatory, and ISO standards.

All HSE&S documents are stored in the LCPL HSE Database, which is an HCL Notes-based system designed for managing HSE documentation and records.

The Q&HSE Management Representative (MR) is responsible for ensuring that all HSE&S documentation is correctly maintained and complies with ISO standards.

Accident records must be maintained for at least three years, ensuring that all incidents, investigations, and corrective actions are properly documented.

  • Level 1 & 2 Business Documents – Approved by the Chief Executive
  • Level 2 Manufacturing Documents – Approved by the General Manager Manufacturing
  • Level 3 Appendices – Approved by Line Managers & above

The Chief Financial Officer (CFO) ensures that legal regulations are reviewed every three years, while the HSE & Technical Training Manager ensures annual updates for legal compliance.

The IT Manager is responsible for ensuring regular backups of all electronic HSE&S data, including engineering drawings and layouts from the Main IT server.

Controlled documents are uploaded in PDF format with a “CONTROLLED COPY” watermark in the LCPL HSE Database. Uncontrolled copies are issued for audit purposes with an “UNCONTROLLED COPY” watermark and must be returned or destroyed after use.

The HSE & Technical Training Manager is responsible for maintaining records of all HSE-related training sessions, including employee certifications and safety training.

All relevant employees must be trained on the new system or procedure, and updated documentation must be maintained in the HSE database to reflect the changes.

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